Description

Request for Proposals

Comprehensive Campaign Consultant

December 2025

Background

Cary Institute of Ecosystem Studies is one of the world’s leading independent environmental research organizations, dedicated to understanding how ecosystems work and applying this knowledge to address pressing environmental challenges. Our scientists are leaders in the ecology of forests, freshwaters, soils, disease, and urban systems, and their work informs policies and practices worldwide. Our research informs solutions that support environmental resilience and human wellbeing. We envision a world in which ecological science plays a substantial role in how people respond to complex global changes.

Cary stands at a pivotal moment. Building on the success of our 2019-2022 $7 million capital campaign focused on the rehabilitation of our headquarters, the Tozer Ecosystem Science Building, we are now preparing to launch a $130+ million comprehensive campaign to bring our 2024–2030 Strategic Plan to life. This campaign will invest in people, programs, and infrastructure at Cary to:

• Ensure the future of Cary science
• Catalyze innovation and collaborations in ecology
• Build infrastructure to support our cutting-edge science
• Amplify science for public impact
• Strengthen organizational resilience and sustainability

Purpose of the RFP

Cary seeks an experienced fundraising campaign consultant to help organize, operationalize, and support our $30 million campaign over the campaign's initial 9 months. This is not a feasibility study; we are seeking a consultant who can roll up their sleeves and work alongside staff and Trustees to make this campaign successful.

The consultant will report to the Vice President of Strategic Partnerships, work closely with the President and Director of Development, and coordinate as needed with the Senior Director of Communications, internal staff, and Board members.

We seek a consultant who can provide targeted expertise, practical tools, and hands-on execution support.

Scope of Work

1. Campaign Organization & Infrastructure

Goal: Build the internal systems, policies, and committees to run an effective campaign and guide efficient operations to enable sustainable organizational growth.

Deliverables:

• Assess and make recommendations for streamlining development operations, including database cleaning, data entry/reporting protocols, and development team procedures
• Make recommendations to develop campaign policies, protocols, and reporting structures
• Review and make recommendations for updating giving societies
• Define staff and volunteer roles and responsibilitiesReview existing portfolios and create a campaign pipeline development plan
• Develop events rationale and plan
• Determine the subscriptions and internal tools needed for success, particularly for research, direct mail, and other acquisition strategies.

2.  Campaign Planning & Structure

Goal: Define campaign framework, case, goals, and strategy.

Deliverables:

• Conduct at least 25 campaign interviews
• Refine campaign timeline and phasing
• Refine draft case statement and funding priorities, using input from the Messaging and Marketing Task Force, and assist with campaign material development
• Review and refine prospect lists
• Make recommendations for list acquisition or other pipeline development strategies
• Build a giving pyramid with names/prospect tiers
• Create tracking systems and metrics to monitor progress
• Advise on internal readiness: staff capacity, communications alignment, governance engagement

3.  Donor Engagement & Quiet Phase Planning

Goal: Build and activate the donor pipeline to secure leadership gifts.

Deliverables:

• Develop quiet phase solicitation strategy and calendar
• Develop donor stewardship and recognition plan templates
• Advize on cultivation events and roadshow planning
• Provide coaching and solicitation preparation for Cary staff and board leadership

Consultant Qualifications:

• Demonstrated experience leading or managing major fundraising campaigns ($20M+ preferred)
• Track record of building campaign infrastructure and tools in partnership with staff
• Excellent communication, facilitation, and organizational skills
• Familiarity with science or research fundraising is strongly preferred
• Extensive experience with CRMs, experience with NEON-CRM a plus

Contract Details

• Initial Term: 9 months. Required hours to be determined by Consultant
• This is a remote opportunity with three trips to Millbrook, NY preferred
• Budget: Please include a fee structure aligned to the scope of work and travel requirements

Proposal Submission

• Please submit a proposal that includes:
• A cover letter summarizing your interest, general approach, and qualifications aligned with this scope of work. Also include proposed methodology, a timeline including key milestones and deliverables, and a statement about how AI will be used to assist with this work
• Fee structure that includes a breakdown by time, and a estimated total cost
• A CV outlining your experience relative to this opportunity

Deadline:            January 12, 2025

All applications must be sent through our website. Careers at Cary

Evaluation Criteria

• Demonstrated success in similar campaigns
• Feasibility and clarity of the proposed work plan
• Cost-effectiveness
• Strength of references
• Cultural and mission alignment with Cary Institute of Ecosystem Studies

Schedule

• Interviews by Zoom will be scheduled for the week of January 26, 2026
• Contract to begin early February 2026